Does Your Online Database Software Pass The Test? 5 Things You Should Be Looking For

Online Database Test


There are some basic features all online database software should have. Does your current business solution pass the test? Answer these questions to know where you are standing.


1. Do you have access to a dashboard?

The dashboard is where you can see all your most significant data in a quick and simple overview. Since your needs are specific to your industry and your business, your dashboard should be highly customizable. No great online database software is offering prepackaged graphs and grids. You should be able to create your own widgets, as many or as little as you want. Your dashboard should offer you the possibility to be yours only (private), shared with your team (public) or hybrid.


2. Do you have access to searches?

Searches are your tool to slice and dice your data according to your specific needs. You should have the possibility to create searches at different levels: application, project, user-specific and ad hoc. The searches at the application and project level should be assigned by default to all the users who have permission on the associated projects but users should also have the possibility to customize further more these searches and of course, create some more as they need. The searches should be easily accessible on your workspace, ordered by search groups as needed.


3. Do you have access to reports?

As should your searches be, your reports should also be 100% customizable. You should have the possibility to create report templates of different types (XML, HTML, Word, Text, etc.) and then run these report templates through searches, saved or ad hoc. Nice features to have is the opportunity to render your reports public and also to schedule them. Public reports can be embedded on your website. Scheduled reports, just as recurring items, are saving you time and energy. You create the report once and program it according to the desired schedule. The scheduled reports are then created automatically and sent to the preselected users.


4. Can you manage the security?

Especially if your data is sensitive, you should have the possibility to manage the accesses within your team. Permissions should have the possibility to be granted at the application and at the project level, per user or user groups. You should be able to give greater permissions to your super-users: dashboard administrator, project administrator, application administrator and so on. Within project permissions, you should have the opportunity to further narrow the permissions granted. You may want to have some users only be allowed to create and view items but not to edit or delete them. Going even deeper in permission granting, you should have the possibility to create filters to limit the items a user can have access to according to definite parameters. For example, you only want Susan to view the incomplete tasks or you want Matthew to access only the items he is assigned to.


5. Do you have access to calendars?

I’m not saying grids are not awesome, but whenever you have date and/or date-time fields (always!), calendar views definitely comes handy. You should have access to daily, weekly, and monthly views for all your searches on your workspace and on your dashboard. On top of this, you should be able to create custom calendars and colour-coded multi-projects calendars. The multi-projects calendars are especially handy to manage schedules, meetings, appointments and recurring items.


After reading this, is your current database software measuring up? If you feel the need to explore some options, drop me an email and we can analyze your needs.



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